PhatNotes Smartphone Edition Version 4.5 USER S GUIDE

Transcription

1 PhatNotes Smartphone Edition Version 4.5 USER S GUIDE Copyright PhatWare Corp. All Rights Reserved.

2 General Features Copyright PhatWare Corporation. All rights Reserved. PhatWare Corp. 201 Yerba Buena Avenue Los Altos, CA, Telephone: (650) Fax: (650) Web: Support: Sales: Microsoft and Windows are registered trademarks of Microsoft Corporation. Other brands and their products are trademarks of their respective holders and should be noted as such. PhatNotes, PhatPad, PhatSpell, HPC Spell, and PhatWare are either a registered trademark or a trademark of PhatWare Corp. All other product and company names herein may be trademarks or registered trademarks of their respective owners and should be noted as such. The PhatNotes 4.5 Smartphone Edition User s Guide is copyrighted and all rights are reserved. Information in this document is subject to change without notice and does not represent a commitment on the part of PhatWare Corporation. The software described in this document is furnished under a license agreement. The document cannot in whole or in a part, be copied, photocopied, reproduced, translated, or reduced to any electronic medium or machinereadable form without prior consent, in writing, from PhatWare Corporation. PHATWARE CORPORATION MAKES TO WARRANTIES, EITHER EXPRESS OR LIMITED, REGARDING THE DESCRIBED COMPUTER SOFTWARE PACKAGE, ITS MERCHANTABILITY, OR ITS FITNESS FOR ANY PARTICULAR PURPOSE. THE EXCLUSION OF IMPLIED WARRANTIES IS NOT PERMITTED BY SOME STATES. THE ABOVE EXCLUSION MAY NOT APPLY TO YOU. THIS WARRANTY PROVIDES YOU WITH SPECIFIC LEGAL RIGHTS. THERE MAY BE OTHER RIGHTS THAT YOU MAY HAVE WHICH VARY FROM STATE TO STATE. 2

3 General Features Table Of Contents GENERAL FEATURES...5 OVERVIEW...5 SYSTEM REQUIREMENTS...5 Microsoft Windows Mobile powered Smartphone...5 Desktop PC...5 INSTALLATION...6 Installing PhatNotes...6 Registering PhatNotes...6 Upgrading PhatNotes...7 Installing PhatNotes on Multiple Smartphones...7 Removing PhatNotes...7 SYNCHRONIZING NOTES...8 SYNCHRONIZING WITH PHATNOTES DESKTOP...8 ActiveSync PhatNotes Entry...8 Deleting notes database...11 Resolving Synchronization Conflicts...11 SYNCHRONIZING WITH MICROSOFT OUTLOOK...12 Changing PhatNotes synchronization Settings...13 Advanced Synchronization Settings...15 Mapping Outlook Folders...16 Synchronizing Protected Notes...17 Resolving Synchronization Conflicts...18 SMARTPHONE FEATURES...19 WORKING WITH NOTES DATABASES...19 Database Management...19 Transferring notes between two Smartphones...22 Backing Up and Restoring the Notes Database...22 Notes Editing Commands...23 Sorting and Filtering Notes...24 Finding a Specific Note...27 Organizing Notes...27 WORKING WITH THE NOTE EDITOR...28 Finding and replacing text...30 Protecting Notes with a Password...31 Sending messages from PhatNotes...32 Inserting Current Date and Time...33 Inserting Reminder...33 Creating a New Appointment and Task...34 Linking to other notes...36 PHATNOTES SETTINGS...37 DESKTOP PC FEATURES...40 PHATNOTES MAIN SCREEN...41 PhatNotes toolbars...42 WORKING WITH NOTES DATABASES...42 Database Management...43 Backing Up and Restoring the Notes Database...45 Database Editing Commands...47 View Statistics Information...48 Sorting and Filtering Notes

4 General Features Finding a Specific Note...50 Organizing Notes...51 WORKING WITH THE NOTE EDITOR...53 Finding and replacing text...54 Importing and exporting text files...55 Protecting Notes with a Password...56 Sending Messages from PhatNotes...56 Inserting Current Date and Time...59 Inserting Notifications...59 Spell Checker Interface...60 Formatting Text...62 Window Manager...64 PRINTING...64 ATTACHMENTS AND NOTES LINKING...65 Inserting attachments...65 Linking to other notes...68 IMPORTING AND EXPORTING NOTES...69 To import notes from a file using TXT and CSV formats:...69 To import notes from a Microsoft Outlook file:...73 To export notes into a file using TXT and CSV formats:...74 To export notes into Microsoft Outlook:...76 To export notes to HTML...77 PHATNOTES NOTIFICATION UTILITY...80 Notification Options...80 Once notification occurs...81 PHATNOTES SETTINGS...81 General Options...82 New Note Settings...83 View Columns...84 Sort Notes...85 Autobackup...86 Outlook Logon...87 Additional View Options...87 MICROSOFT INTELLIMOUSE AND KEYBOARD PRO SUPPORT...88 Microsoft IntelliMouse...88 Microsoft Internet (Natural) Keyboard Pro...88 APPENDICES...89 APPENDIX 1. KEYBOARD SHORTCUTS...89 Main Window Hot Keys...89 Note Editor Hot Keys...92 APPENDIX 2. SYNCHRONIZATION TROUBLESHOOTING GUIDE (PHATNOTES DESKTOP SYNCHRONIZATION)...94 APPENDIX 3. SYNCHRONIZATION TROUBLESHOOTING GUIDE (OUTLOOK SYNCHRONIZATION)95 APPENDIX 4. SYNTAX OF REGULAR EXPRESSIONS...99 APPENDIX 5. CREATING YOUR OWN HTML TEMPLATES Meta tags Note Tags Navigation Tags

5 General Features General Features Overview PhatNotes Smartphone Edition is a powerful notes organizer for Microsoft Windows Mobile powered Smartphone and the Desktop PC. You can create notes providing them with category, subject, creation, and modification date, which helps to find required information quickly and easily. With PhatNotes you can search for specific text in a specific field and sort notes by category, date, or subject. You can protect notes from unauthorized access with a password and send messages directly from the Note Editor. Interface to the Contacts Database enables you to pick an address instead of typing it in. PhatNotes uses a compressed database, saving limited storage space. The intuitive, easy user interface lets you start using the program within minutes. PhatNotes Smartphone Edition allows synchronizing multiple notes databases between the desktop PC and Smartphone. The new version offers many new advanced features including rich text editing and formatting, file attachments, hyperlinks between notes, multiple notes database support with tree-like views, hierarchical notes organizer, integration with PhatPad, customizable views, user reminders, voice note attachments, and more. PhatNotes Smartphone Edition includes a setup program that runs on your desktop computer and makes installation of the program very easy. System Requirements Microsoft Windows Mobile powered Smartphone Microsoft ActiveSync or later Microsoft Windows Mobile Powered Smartphone Currently Supported models are Samsung i600 from Verizon and Motorola MPx200 from AT&T.* Approximately 200K of free storage space for full installation (PhatNotes application and its notes databases can be installed on the flash memory card). * It is possible that PhatNotes Smartphone edition would work on other models of Smartphone, depending on the network provider security policy. PhatWare plans to support other Smartphone models as they become avaialble. Desktop PC Personal, Multimedia or portable computer with Pentium Pro 200MHz or better processor. Windows NT 4.0 Workstation or Server with Service Pack 6, or Windows 98, Windows ME, Windows 2000 Server/Professional, or Windows XP Home/Professional. 20MB of free disk space for full installation, an additional 20MB required for temporary files during installation. 64 MB of memory to use on Windows 98/ME/Windows NT 4.0 (128 recommended) 5

6 General Features 128 MB of memory to use on Windows 2000/Windows XP Super VGA, 16-bit color or better video adapter. Microsoft Mouse or compatible pointing device. Microsoft Internet Explorer 6.0 or later. Installation This section provides instructions on how to install, register, upgrade, and uninstall PhatNotes Smartphone Edition on your system. Please read these instructions carefully before installing PhatNotes. Installing PhatNotes 1. If you have a Smartphone, synchronize your Smartphone with the desktop PC and make a full backup of your data. 2. Unless you are upgrading from the previous version of PhatNotes Smartphone Edition, you must uninstall any other version/edition of HPC Notes or PhatNotes. 3. Run PhatNotes installation file PhatNotesPhone.exe. 4. Follow the on-screen installation instructions to install PhatNotes on your desktop PC. 5. When the desktop portion of the installation is finished, synchronize your Smartphone with the desktop PC to install the device components and synchronize the notes database. Note: You must have administrator user rights to install PhatNotes on Windows NT 4.0, Windows 2000/XP. Registering PhatNotes Note: You must register on both, desktop and device independently. Registration code is not transferred to the device during synchronization. On the Smartphone When you run PhatNotes on the Smartphone for the first time, the Register dialog box will appear. Enter the provided serial number into the Serial Number field and tap Register Now. If you downloaded the PhatNotes trial version and don t have a serial number, leave this field blank and tap Register Later. On the Desktop PC Use the Help/Register PhatNotes command to register the software. You can also register PhatNotes on our web site at You also can click on the How to Register button, which will display this page in your default Internet Browser. 6

7 General Features Upgrading PhatNotes 1. Disconnect the Smartphone from the Desktop PC. 2. Uninstall any previous version of PhatNotes from the Desktop PC and Smartphone and (see "Removing PhatNotes" section below for more information). 3. Connect Smartphone to the Desktop PC (you may use a guest account if you have deleted an old partnership). 4. Run phatnotesphone.exe installation program on the Desktop PC. 5. Follow the on-screen installation instructions to install PhatNotes. Installing PhatNotes on Multiple Smartphones You can install or reinstall PhatNotes on multiple Smartphones once it is installed on the Desktop PC without running the setup program again. During the installation on your Desktop PC, PhatNotes setup will create a batch file install.bat in the target PhatNotes folder and corresponding icons in the PhatNotes program group. To install or reinstall PhatNotes on the Smartphone, simply run the install.bat file and follow on-screen instructions. Removing PhatNotes From the Smartphone 1. Disconnect the Smartphone from the Desktop PC (if connected). 2. Choose the Home/Programs to view the Programs menu. 3. Browse to Settings. 4. Browse to Remove Programs. 5. When the Remove Programs window appears, locate the PhatWare PhatNotes entry in the select list box. 6. Select the Menu/Remove command to remove the PhatNotes application from your Smartphone. Note: Setup will prompt you if you want to delete the PhatNotes database from the Smartphone. If you want to keep the database, choose NO. From the Desktop PC 1. Choose Settings / Control Panel menu item from the Start menu to run Control Panel. 2. Double-click on Add/Remove program icon. 3. In the Add/Remove Program Properties dialog box, select PhatNotes Smartphone Edition entry in the Programs list box and press Add/Remove button. 4. Follow the on-screen instructions to complete uninstallation. 7

8 Synchronizing Notes Synchronizing Notes PhatNotes Smartphone Edition allows a user to synchronize multiple notes databases between the Smartphone and the desktop PC. During installation, you can choose to synchronize your Smartphone device with either Microsoft Outlook or the PhatNotes desktop module. If you have chosen to synchronize with Microsoft Outlook, the PhatNotes desktop application is not installed on your desktop PC and you may skip the Synchronizing with PhatNotes Desktop and Desktop PC Features sections below. Synchronizing with PhatNotes Desktop PhatNotes Smartphone Edition allows a user to synchronize multiple notes databases between the Smartphone and the desktop PC. After you install PhatNotes, the PhatNotes synchronization module will be added to the ActiveSync synchronization services and will be configured to synchronize all notes databases. When a user creates a new notes database on the Smartphone or on the desktop PC, it will be automatically added to the databases list but won t be synchronized until it contains at least one note. The PhatNotes synchronization module is an add-on for ActiveSync. It works like native ActiveSync synchronization services such as for Contact, Appointments, To Do List, etc. Notes will be synchronized automatically when you synchronize your Smartphone with the desktop PC. PhatNotes supports ActiveSync or later. You can find the latest information about ActiveSync on the Microsoft web site ActiveSync PhatNotes Entry After you install PhatNotes on your desktop PC and Smartphone (see the Installing PhatNotes section, above), the PhatNotes entry will be added to the Synchronization Services section of the Options dialog box (see figure 1). You can access this dialog box by double-clicking on the ActiveSync icon on your Taskbar tray and choosing the Tools/Options menu item of the Microsoft ActiveSync window. (The ActiveSync icon does not need to be active to access this window.) If you want to disable PhatNotes synchronization, simply uncheck the box next to the PhatNotes entry. To enable PhatNotes synchronization, check this box again. 8

9 Synchronizing Notes Figure 1. ActiveSync Options dialog box. If you want to modify PhatNotes synchronization settings, select the PhatNotes entry and click the Settings button. The PhatNotes Synchronization Options dialog box will appear (see figure 2). 9

10 Synchronizing Notes Figure 2. ActiveSync PhatNotes Synchronization Options dialog box. Using this dialog box, you can synchronize the database groupings, attachments (if activated see Appendix 2 for limitations), and the actions to take when notes are deleted. You can also choose which databases to synchronize with the Smartphone. To do so, click the Databases button. The Synchronize Notes Databases dialog box will appear (see figure 3). To disable synchronization of one or more databases, uncheck the corresponding check box. For changes to take effect, reconnect your Smartphone. Figure 3. ActiveSync PhatNotes Synchronize Notes Databases dialog box. 10

11 Synchronizing Notes Deleting notes database While the Smartphone is connected and ActiveSync is running, all notes databases on the desktop PC are locked. First, you must disconnect your Smartphone, if connected. Then you will be able to delete a notes database on the desktop PC. You also need to delete the corresponding notes database on the Smartphone. If you do not do this, then upon the next synchronization, all notes will be deleted from the database; however the database itself will not be deleted. For more information about multiple notes databases, see the Working with Notes Databases section of this manual, below. Resolving Synchronization Conflicts Synchronization conflicts occur when a previously synchronized note has been modified on both the desktop PC and the Smartphone. You can resolve conflicts by indicating whether you want to retain the data from the desktop PC or the Smartphone. To specify conflict resolution rules, switch to Rules property sheet of the ActiveSync Options dialog box shown on figure 4. These rules apply to all the synchronization services, including notes synchronization. Figure 4. ActiveSync Rules dialog box. 11

12 Synchronizing Notes Note: If you have any problems synchronizing notes between your desktop PC and the Smartphone, see Appendix 2 Synchronization Troubleshooting Guide. Synchronizing with Microsoft Outlook PhatNotes Smartphone Edition allows to synchronize PhatNotes databases located on your Smartphone with multiple Microsoft Outlook notes folder. It supports Microsoft Outlook 2000, 2002(XP), and 2003 and can be used to synchronize one or more notes databases with one or more Outlook notes folders. After you install PhatNotes, the synchronization module will be configured to synchronize the default PhatNotes database (historically called PhatNotes) with the default Outlook notes folder. However you can enable synchronization with other Outlook folders. The PhatNotes synchronization is fully integrated with Microsoft ActiveSync which allows PhatNotes to be synchronized your notes automatically every time when you synchronize your mobile device with the desktop PC. PhatNotes supports ActiveSync or later. You can find the latest information about ActiveSync on the Microsoft web site After you install PhatNotes on your desktop PC and mobile device, the PhatNotes entry will be added to the Synchronization Services section of the ActiveSync window (see figure 5). Figure 5: Microsoft ActiveSync Window To change settings for the PhatNotes synchronization module, click the Options button in the Microsoft ActiveSync window. The Options dialog box will appear (see figure 6). Select the PhatNotes entry and click the Settings button. You can also use this dialog box to enable or disable PhatNotes synchronization. 12

13 Synchronizing Notes Figure 6: ActiveSync Options dialog box. Changing PhatNotes synchronization Settings Select the PhatNotes entry in the Options dialog box and click the Settings button. The PhatNotes Synchronization Options dialog box will appear (figure 7). Use this dialog box to modify synchronization filter criteria and advanced synchronization options. 13

14 Synchronizing Notes Figure 7: PhatNotes Synchronization Settings dialog box. Synchronize all notes Choose this option to synchronize all notes in the mapped Outlook folders. Synchronize only the past Choose this option to synchronize notes of the past 1 to 52 weeks. Then select whether your want this filter to apply to either the modified notes or new notes. Synchronize only notes of the following colors Choose this option to synchronize notes of the selected colors only. Permanently delete notes (not recommended). Choose this option if, during synchronization, you want ActiveSync to permanently remove Outlook notes that have been deleted on the mobile device. Move deleted notes to Deleted Items folder Choose this option if, during synchronization, you want ActiveSync to move notes deleted on Smartphone into the Outlook Deleted Items folder. This option is used by default to avoid accidental loss of data. Delete Duplicates Click this button to delete duplicates found in the mapped Outlook notes folders. If one or more duplicate notes were deleted, you must reconnect your Smartphone after closing the Options dialog box. 14

15 Synchronizing Notes Advanced Click this button to modify PhatNotes advanced synchronization options and Outlook folder mapping (see the Advanced Synchronization Settings section, below). View Log Click this button to view the PhatNotes synchronization log file using the Windows Notepad. A new log file is created per each device connection. The log file is located in the default Windows temp folder and called phatnotes_sync.log. You can also view this file with any text viewer or editor. Advanced Synchronization Settings To change the advanced PhatNotes synchronization options, click the Advanced button in the PhatNotes Synchronization Options dialog box, or run the Notes Synchronization Setup program from Start->Programs->PhatNotes Smartphone->Notes Synchronization Setup menu. The Outlook Notes Synchronization Options dialog box is shown in figure 8. Figure 8: Outlook Notes Synchronization Options dialog box To set the default size for newly created notes in Outlook, choose it from the Size drop-down menu in the Note Defaults group. The three choices are: Small (250 X 180 pixels), Medium (400 X 300 pixels), and Large (600 X 400 pixels). To synchronize password-protected notes, choose the Sync Protected Notes option and then click the Password button. When the Password dialog box appears, you will be able to enter up to 3 different passwords. Only notes that match one of these passwords will be synchronized. Because Outlook doesn t support protected notes, these notes will be unprotected in Outlook. However, on the mobile device, these notes will remain protected even if you modify them in Outlook and synchronize with the mobile device. 15

16 Synchronizing Notes Unlike PhatNotes, Outlook interprets the first line of the note as a subject. If the first line of the note s body in PhatNotes is different from its subject, you can check Add Subject to the Note s Body to automatically add the subject as a first line to the note s body during synchronization. To change the Outlook folder mapping, click the Map Folders button. See the next section for detailed information about mapping Outlook folders. To view a log file generated by ActiveSync during synchronization using the Windows Notepad, click the View Log button. A new log file is created per each device connection. The log file is located in the default Windows temp folder and called phatnotes_sync.log. You can also view this file with any text viewer or editor. Note: PhatNotes stores notes in Rich Text Format (RTF). Outlook allows storing data in RTF in some folders (such as Inbox); however formatted text is not supported by Outlook notes. If you synchronize a formatted note with Outlook, the formatting will be lost during synchronization. If you would like to preserve formatting and still be able to synchronize with the desktop PC, you need PhatNotes Professional Edition. For more information about PhatNotes, please visit Mapping Outlook Folders As mentioned earlier, PhatNotes Smartphone Edition allows synchronization of multiple Outlook notes folders. Before synchronizing, you must select which Outlook folder(s) and with which PhatNotes database(s) to synchronize. After you install the application, the default Outlook notes folder will be mapped to the default PhatNotes database called PhatNotes. To change folder mapping, click the Map Folders button in the Outlook Notes Synchronization Options dialog box (see figure 8). The Outlook Folders Mapping dialog box will appear (see Figure 9). To enable synchronization of a specific folder, check a box to the left of the corresponding folder name. If the database name for this folder is not specified yet, the Database Name dialog box will appear. Enter a new or an existing PhatNotes database name and click the OK button. If you specify a new database name, PhatNotes will create a new database on your mobile device only if a corresponding Outlook folder contains at least one entry. You can only map notes folders. Click the OK button when finished. If the mobile device is connected to your desktop PC while you are making any modifications in the Outlook Folder Mapping dialog box, you must restart ActiveSync or reconnect your mobile device before the changes take effect. The Unresolved Items error message may appear if you have one or more PhatNotes databases on the Smartphone which are not mapped to Outlook folders. To solve this problem, make sure that you map all existing PhatNotes databases using the Outlook Folders Mapping dialog box. If you create a new PhatNotes database on your mobile device, it is strongly recommended that you map this database to a new or an existing Outlook folder before synchronizing your mobile device. 16

17 Synchronizing Notes Figure 9: Outlook Folders Mapping dialog box. It is not recommended to create a new notes database on the mobile device. Instead create a new notes folder in Outlook and specify a mapping to a new notes database using the Outlook Folder Mapping dialog box. Please note that empty Outlook folders will not synchronize with PhatNotes. If you map an empty Outlook folder to a new PhatNotes database, this database will not be created on your mobile device until there is at least one item in the corresponding Outlook folder. Note: When entering a new name for a PhatNotes database, make sure that you are entering a name of an existing PhatNotes database or a unique database name. If you enter a database name that already exists in the default object store on your mobile device and that database is being used by another application, it can result in permanent loss of data. Note: If you experience any problems during Outlook notes synchronization with Microsoft Outlook, please read Appendix 3: Synchronization Troubleshooting Guide. Synchronizing Protected Notes If you have one or more protected notes on the Smartphone and synchronization of protected notes is disabled, you will not get the Unresolved Items error message in ActiveSync. Instead, protected notes will be synchronized with Outlook containing the following text: 17

18 Synchronizing Notes ** Protected Note ** DO NOT EDIT ** This note is protected on the mobile device. To enable synchronization of the protected notes click the advanced button in the PhatNotes Synchronization Options dialog box. If you modify such a note in Outlook, the changes will not be transferred to the mobile device. Do the following to enable synchronization of the protected notes: On your desktop PC click the Options button in the Microsoft ActiveSync Window. Select the PhatNotes entry in the Options dialog box and click the Settings button. The PhatNotes Synchronization Options dialog box will appear. Click the Advanced button and wait until the Outlook Notes Synchronization Options dialog box appears. Choose the Sync Protected Notes option then click the Password button. In the Passwords dialog box enter up to 3 passwords. Please note that only the protected notes that match one of specified passwords will synchronize with Outlook. Note: If you enable synchronization of protected notes, please be advised that all protected notes will appear as unprotected in Microsoft Outlook, because it does not support this feature. Resolving Synchronization Conflicts Synchronization conflicts occur when a previously synchronized note has been modified on both the desktop PC and the mobile device. You can resolve conflicts by indicating whether you want to retain the data from the desktop PC or the mobile device. To specify conflict resolution rules, use the Rules property sheet in the ActiveSync Options dialog box shown on figure 1. These rules apply to all the synchronization services, including PhatNotes synchronization. 18

19 Smartphone Features Smartphone Features The PhatNotes main screen is shown on figure 10. When running the application for the first time the note list view will be empty. After you begin creating notes, they will appear in the list view. The list view header displays the field s names and also can be used to sort notes (see the Sorting and filtering notes section, below) or adjust the size of the columns. To change the size of a column, tap and drag the divider in the column heading. Figure 10. PhatNotes main screen. Working with Notes Databases PhatNotes supports multiple databases. When you run PhatNotes for the first time it will create a default empty database called HPC Notes. The program keeps all databases in the file named PhatNotes.vol which is located in the same folder as the PhatNotes application. Database Management To view PhatNotes databases on the Smartphone, select the Menu/Databases command to switch to the Database View mode shown on figure 11. The databases could be organized in groups and presented in the tree-style view. The database hierarchy is synchronized with the desktop PC and has the same structure. 19

20 Smartphone Features Figure 11. PhatNotes main screen. PhatNotes supports the following database management functionality: Creating a new notes database. To create a new notes database, choose the Menu/Create command. The Create dialog box will appear (see figure 12). Enter the desired database name into the Database Name filed and select an optional group from the Database Group list. Figure 12. Create Database dialog box. If you would like to add a new group, select the Add button and press OK. In the Add Group dialog box (figure 13), enter the desired name and press Done. The new group will be added to the list. 20

21 Smartphone Features Figure 13 Add Group dialog box. Opening an existing notes database. To open an existing database, choose the desired database from the databases list and press Done. PhatNotes will switch back to the notes list view. Deleting a notes database. To delete a notes database, choose the Menu/Delete command. PhatNotes will ask you to confirm this operation. We recommend that you make a complete backup of your Smartphone before you delete a database, because this operation cannot be undone. Please note that the active database cannot be deleted. To delete the active database you should switch to another database first. Emptying a notes database. To empty the active notes database, choose the Menu/Empty menu item. PhatNotes will ask you to confirm this operation. This operation is equal to deleting all notes from the selected database. The Empty Database operation cannot be undone, therefore we recommend making a complete backup of the Smartphone before proceeding. Copying notes between databases. To copy one or more notes to a different database, select the database you want to copy notes from and press Done to switch to the notes list view. Select the Menu/Notes/Copy command. The Copy Notes dialog box will appear (see figure 14). From the To Database list, select the database you want to copy notes to. If you want to move the selected notes instead of copying, check the Move Notes box. If you want to copy or move all notes from the current database to another one, check the All Notes box. Press Done. Figure 14. Copy Notes to Database dialog box. 21

22 Smartphone Features Transferring notes between two Smartphones You can transfer one or more selected notes between two Smartphones (or between Smartphone and Pocket PC devices) via infrared port. Note: To transfer notes between two Smartphones via infrared port, both devices must be running the same version of PhatNotes. Check the version number in the About dialog box on both devices before transferring. To transfer notes via infrared port: 1. On the host device (device that will be sending data), select one or more notes you wish to transfer. 2. Choose the Menu/Notes/Send via IR command. 3. The IR Transfer dialog will appear and the device will wait for a client device to be in infrared port range. 4. On the client device (device that will be receiving data), choose the Menu/Notes/Receive via IR command. 5. The IR Transfer dialog box will appear and the device will wait for a host device to be in infrared port range. 6. Line up infrared ports of client and host Smartphones. 7. As soon as both devices see each other, connection will be established and transfer will begin. 8. To terminate the transfer before completion, press the Cancel button on the host or client device. 9. Upon successful completion of the transfer, a notification message will appear on both devices. If there was an error, an error message will appear. Note: Make sure that the infrared ports are always lined up during transfer. Backing Up and Restoring the Notes Database To make a backup of PhatNotes databases, simply make a copy of the PhatNotes.vol file. This file is located in the same folder where the PhatNotes application is installed (phatnotes.exe file). Before making a copy of this file, you must exit the PhatNotes application on the Smartphone and disconnect the device from the desktop PC before making a copy of this file; otherwise database integrity cannot be guaranteed. On Smartphone 2002 the default installation folder is \IPSM\Application Data\PhatNotes. To restore notes from the backup file: 1. Exit PhatNotes and disconnect Smartphone from the desktop PC. 2. Replace the PhatNotes.vol file located in the same folder as the PhatNotes application. 22

23 Smartphone Features Notes Editing Commands To create a new note, switch to the notes list view and press New. This will display the notes editor. Each note can be provided with category, subject, color, priority, and authoring time. To view/edit these fields, use the Notes Details dialog box from the Menu/Note Details command (figure 15). Enter necessary data (all fields are optional). You can choose the default value for all these fields using the Options dialog box (see the PhatNotes Settings section, below). Press Done when ready. Figure 15. Note detail dialog box. After creating the first note, it will appear in the note list. To edit the note, select the desired note and press OK button on your Smartphone. To delete a note from the database, select the desired note and choose the Menu/Notes/Delete command. PhatNotes will ask you to confirm the deletion. Please note that this operation cannot be undone! PhatNotes has a very important feature which protects your notes from unauthorized access. When you protect a note with a password, PhatNotes will encrypt the note body using the password you ve entered as an encryption key. The password itself will also be encrypted. All protected notes are encrypted; therefore, if you lose your device it is quite unlikely that anybody will be able to read your encrypted notes. To protect and encrypt notes: 1. Select a note you want to protect and choose the Menu/Notes/Protect command. The Password dialog box will appear (see figure 16). 23

24 Smartphone Features Figure 16. Protect Note dialog box. 2. Enter the desired password into the New Password and in the Confirm Password fields. 3. Press OK. 4. In the Main Screen, the note will now appear with a key icon. Note: Remember your password. If you forget the password, you won t be able to read the password-protected note(s) again. Sorting and Filtering Notes PhatNotes allows you to sort notes by creation and modification date, category, and subject in ascending or descending order. You can also change sort order and field, using the Sort (see figure 17) and Options/Columns (see the PhatNotes Settings section, below) dialog boxes. To sort data by any of these fields, select the Menu/Sort command. In the Sort dialog box, select the field from the Sort Notes list and choose the sort order, then press Done. The current sort field and sort order will automatically be saved when you quit PhatNotes. When you start the program again, it will use the saved sort and filter options. Figure 17. Sort dialog box. 24

25 Smartphone Features To filter notes by the date range, specific text, color, or priority: 1. To filter notes by creation, modification, or authoring date, select the Menu/Filter/By Dates command. The Date Filter dialog box will appear (see figure 18). Figure 18. Date Filter dialog box. 2. To apply the date filter, check the Use date filter box. 3. Select the desired date range from the list. You can also enter custom dates. To edit the custom dates range, select Custom Dates in the list and enter the starting and ending dates in the From and To boxes. The dates must be entered in the mm/dd/yy (or mm/dd/yyyy if the regional settings are set to a 4-digit year) format or click on the drop-down arrow and use the calendar to edit the date range. The starting date must be less or equal to the ending date. Figure 19. Text Filter dialog box. 4. To filter notes by text, select the Menu/Filter/By Text command. The Text Filter dialog box will appear (see figure 19). Check the Use Text Filter box to enable the text filter. 5. Enter desired text into the Search for Text box. 6. Select the field from the Search in text field list in which you wish to search for text. 25

26 Smartphone Features 7. If you select the Category filed, select the desired category from the Categories list instead of entering text into the Search for text field. 8. For the case sensitive filter, uncheck the Ignore Case box. 9. To filter notes by color, select the Menu/Filter/By Color command. The Color Filter dialog box will appear (see figure 20). Check the Use Color Filter box to enable the color filter. Figure 20. Color Filter dialog box. 10. Choose the desired color from the Colors list. 11. To filter notes by priority, select the Menu/Filter/By Priority command. The Priority Filter dialog box will appear (see figure 21). Check the Use priority filter box to enable the priority filter. Figure 21. Color Filter dialog box. 12. Choose the desired priority (low, normal, or high) from the Priority list. 13. Press Done. The filter settings will be saved when you exit PhatNotes, and will be used again when you run the program. 26

27 Smartphone Features Finding a Specific Note You can search for a note that contains the specific characters or words in the notes database using the Menu/Find command. To find a note that contains a specific text in the current database: 1. In the notes list View mode, select the Menu/Find command. The Find dialog box will appear (see figure 22). Figure 22. Find Note dialog box. 2. Enter the specific characters or word you wish to find in the Find what box. 3. For a case sensitive search, check the Match case box. 4. Press Done to start searching for a note with the requested characters or word. PhatNotes will search for the note that contains the specified characters or words starting from the selected note. If a note is found, it will be selected. The menu will change to Fine Next (left button) and Cancel (right button). Press Find Next to search for the next note that contains specified characters or words. If no more notes are found or the Cancel button is pressed, the main menu will be restored. If PhatNotes is unable to find a note, an error message will be displayed. Organizing Notes PhatNotes allows a user to organize notes by the following categories: Creation date Modification date Category Color Priority To organize notes by the creation, modification dates, category, or color: 1. Choose the Menu/Organize command. The Organize dialog box will appear (see figure 23). 27

28 Smartphone Features Figure 23. Organize dialog box. 2. Select the field from the Organize notes list. 3. Press Done. Figure 24. Notes list organized by modification date. Notes list view will change, so notes will be grouped by the creation date (see figure 24). You can expand/collapse each group by selecting the notes group title and pressing the OK button. Each group title displays the category name and amount of notes in the group. Notes list view has a similar look when organized by modification date, category, or color. While notes are organized by one of the categories listed above, you can still sort notes by any field and apply text, date, color, and/or priority filters. Working with the Note Editor The note editor is used to create a new note or edit an existing note. To create a new note, Press the New button. To edit an existing note, select the desired note and press the OK button. The note editor dialog box will be displayed (see figure 25). 28

29 Smartphone Features Figure 25. Note editor dialog box. When creating or editing a note, you can change note s subject, category, color and priority by choosing the Menu/Note Detail command. The Notes Detail dialog box will appear (see figure 26). Figure 26. Note detail dialog box. 1. Select the note s category from the Category field. 2. If you want to create a new category, select the Add Category button and press OK. 3. In the Add Category dialog box (see figure 27), enter a new Category into the New category name field and press Done. 29

30 Smartphone Features Figure 27. Add Category dialog box 4. Enter the optional note s subject into the Subject field. 5. Select Color and Priority. 6. Press Done. Finding and replacing text With the note editor you can search for specific text. To find specific characters or words: 1. Choose the Menu/Search/Find command. The Find dialog box will appear (see figure 28). Figure 28. Find Text dialog box. 2. In the Find what box, type the characters or words you want to find. Check the Match case box for a case sensitive search. 3. Press Done. 4. If the specified characters or words are found, the note editor menu will change to Find Next (left button) and Cancel (right button). 5. To search for the next occurrence of the specified characters or words, press Find Next. 30

31 Smartphone Features 6. To Cancel search mode and switch back to the default menu, press Cancel. To replace specific characters or words with other characters or words: 1. Choose the Menu/Search/Replace command. The Replace dialog box will appear (see figure 29) Figure 29. Replace dialog box. 2. In the Find what box, type the characters or words you want to find. Check the Match case box for a case sensitive search. 3. In the Replace with box, type the characters or word you want to replace the found text with or leave it blank to delete found characters or words. 4. Press Done. 5. If the specified characters or words are found, the note editor menu will change to Replace (left button) and Menu (right button). 6. The replace menu contains Find Next, Replace All and Cancel commands. 7. Press Replace to replace the text found; select Menu/Find Next command to find the next occurrence of this text; select Menu/Replace All to replace all occurrences of this text; otherwise select Menu/Cancel to quit replace mode. Protecting Notes with a Password With PhatNotes you can protect notes from unwanted access with a password. The protected note(s) are encrypted using the password as a protection key. The password itself is encrypted as well. To protect note with a password: 1. Choose the Menu/Protect command. The Password dialog box will appear (see figure 30). 2. Enter the desired password into the New password box. 3. Enter the same password again into the Confirm password box for confirmation. 4. Press Done. 31

32 Smartphone Features Figure 30. Password dialog box. To change a password: 1. Choose the Menu/Protect command. The Password dialog box will appear. 2. Enter the old password into the Old password box. 3. Enter a new password into the New password box. 4. Enter the same password into the Confirm password box for confirmation. 5. Press Done. Important! Remember your password. If you forget the password you won t be able to read the password-protected note(s) again. To unprotect the protected note: 1. Choose the Menu/Protect command. The Password dialog box will appear. 2. Enter the old password into the Old password box. 3. Leave the Old password and New password boxes empty. 4. Press Done. Sending messages from PhatNotes The notes editor allows you to send messages directly from PhatNotes To send the note as an message: 1. Choose the Menu/Send Mail command. The Send Mail dialog will appear (see figure 31). 32

33 Smartphone Features Figure 31. Send dialog box. 2. Enter the desired address into the To box. 3. PhatNotes provides quick access to addresses stored in the contacts database. Select the Address Book button and press OK to access the list of addresses stored in your Contacts database. The Address dialog box will appear. Select the desired from the list and press OK to check the box in front of the address. You can select more than one address. Press Done when finished. 4. Select the service you wish to use to send the mail message from the Mail service list. 5. Press Done. The message will be placed in the Outbox of the selected mail service. It will be sent the next time you connect to the mail server or synchronize with the desktop PC, depending on which mail service has been used. For more information about mail services, see the Staying in touch with Inbox section in the Smartphone user manual. Inserting Current Date and Time To insert the current date and time into the body text, choose the Menu/Insert/Date command. The current date and time will be inserted at the current cursor location. Date and time is formatted using regional settings. To change the date and time format, use the Regional Settings command from the Smartphone Settings menu. Inserting Reminder To insert a user reminder (notification): 1. Choose the Menu/Insert/Reminder command. The Reminder dialog box will appear (see figure 32). 33

34 Smartphone Features Figure 32. Create Notification dialog box. 2. Enter the desired date and time into the On and At fields. The default notification time and date can be changed using the Options dialog box. See the PhatNotes Settings section for more information. 3. Enter notification text into the provided field. The note s subject initially appears in this field automatically. 4. Select the desired reminder options by checking or unchecking the following options: Play sound, Repeat sound, Display message, Flash light, and Vibrate. Please note that some options may not be available on your Smartphone, depending on its hardware configuration. 5. Press Done. A note that contains a notification will be marked with a bell icon in the Main Screen until the notification goes off. To remove the reminder associated with the note, select the Remove button in the Reminder dialog box. This button appears at the very end of the dialog box, so you will need to scroll down. Note: Only one notification can be associated per note. Creating a New Appointment and Task You can create a new appointment or task directly from the note editor. To create a new appointment: 1. Choose the Menu/Insert/Appointment command. The New Appointment dialog box will appear (see figure 33). 34

35 Smartphone Features Figure33. New Appointment dialog box. 2. By default, the note s subject will be copied to the subject field of the new appointment, the note s category to category field, and the note s body to the note field. 3. Specify the Start date and Start time 4. Specify the End time 5. Select the reminder time or none if you do not want a reminder 6. Select the Status (default is Busy). 7. If this is an All day event check the All day event box. 8. If you want to mark the new appointment as private, check the Private box. 9. Press Done. To create a new task: 1. Choose the Menu/Insert/Task command. The New Task dialog box will appear (see figure 34). Figure 34. New Task dialog box. 2. By default, the note s subject will be copied to the subject field of the new task, the note s category to category field, and the note s body to the note field. 35

36 Smartphone Features 3. You can specify optional parameters, such as Start Date, Due Date, and Reminder. 4. If you want to mark the new task as private, check the Private box. 5. Press Done. Linking to other notes To insert a link to another note: 1. Open the note you want to create a link for. 2. In the note editor window, choose the Menu/Insert/Link command. A dialog box with the list of notes will appear (see figure 35). Figure 35. Link Note window. 3. Select the note or notes you want the note to link to. 4. Press Link. After you create links to one or more notes, you can use the Show Links command to see the list of the linked notes (fee figure 36) Figure 36. Links list window. 1. Press Open to open the linked note. If the note is password-protected you will be prompted to enter the password first. 36

37 Smartphone Features 2. Select the Menu/Delete command to delete a link to a note 3. Select the Menu/Delete All command to delete all links 4. Select the Menu/Cancel command to return to the note editor window. PhatNotes Settings You can customize PhatNotes by changing various parameters in the Options dialog box. To display the Options dialog box, choose the Menu/Options command. The Options dialog box will appear (see figure 37). Figure 37. Options dialog box. 1. Check the Hide default categories box to remove the default document categories from the Categories list in Options and Note Detail dialog boxes. If default categories are hidden, only categories that are used in the notes database will appear in the list. 2. Check Show gridlines to show lines that separate the notes and columns. 3. You can also specify the default color, category, and priority that will be used when a new note is created. Select the default note's category from the Category drop down menu. If you want to add a new category, use the Add Category button. Check the Use filter category box to use the current filter category instead. This option will work only if the category filter is used at the time a new note is created. See the Sorting and Filtering Notes section, above for more information. Select the default note's color from the Color drop down menu. Check the Use filter color box to use the current filter color instead. This option will work only if the color filter is used at the time a new note is created. See the Sorting and Filtering Notes section, above for more information. Select the default note's priority from the Priority drop down menu. Check the Use filter priority box to use the current filter s priority instead. This option will work only if the priority filter is used at the time a new note is created. See the Sorting and Filtering Notes section, above for more information. 4. To change the default font, select the Menu/Default Font command. The font dialog box will appear (see figure 38). 37

38 Smartphone Features Figure 38. Font dialog box. Select the desired font from the Font name list. Select the desired size from the Font size list. If you want to apply any additional styles, check Bold, Italic, and/or Underline boxes as needed. Press Done. 5. To edit visible columns in the notes list, select the Menu/Columns command. The Columns dialog box will appear (see figure 39). Figure 39. Columns dialog box. Check the boxes in front of the columns that you want to appear in the notes list (to check the box, select the desired column from the list and press OK). By default only the Subject column is displayed in the notes list. To change the order of the columns, use the Menu/Move Up and Menu/Move Down commands to move the currently selected column in the list up or down. To change the width of the selected column, select the Menu/Column Width command. The Column Width dialog box will appear (see figure 40). Enter the desired value for the selected column width and press Done. 38

39 Smartphone Features Figure 40. Column Width dialog box. Press Done. 6. Press Done to save new options, or press Cancel to discard the changed and close the Options dialog box. 39

40 Desktop PC Features Desktop PC Features During PhatNotes Smartphone Edition installation you can choose to synchronize either with Microsoft Outlook or PhatNotes Desktop Module. If you have chosen to synchronize with Microsoft Outlook, you may skip this section because PhatNotes desktop module was not installed on your desktop PC. If you would prefer to use PhatNotes desktop application instead of Microsoft Outlook to organize notes on your Desktop PC, reinstall PhatNotes and, when prompted for synchronization configuration, select the PhatNotes Desktop Synchronization options. 40

41 Desktop PC Features PhatNotes Main Screen The PhatNotes main screen is shown in figure 41. It contains the menu bar, the toolbar, the shortcut bar, the note list view and header, the note preview and header, and the status bar. You can toggle the appearance of the toolbar, the status bar, the shortcut bar, and note preview using the commands in the View menu. When running the application for the first time, the note list view will be empty. After you begin creating notes they will appear in the note list view. The note list view header displays the field s names and also can be used to sort notes (see Sorting and filtering notes section) or adjust the size of the columns. To change the size of a column, click and drag the divider in the column heading. If selected in the Options dialog, you can also move notes to another folder by dragging the notes shown in the note list view, into another folder or database icon shown in the shortcut bar. To copy a note into another folder, hold down the Ctrl key while dragging. The note preview header can also be toggled on or off either by double-clicking on it or rightclicking and deselecting the View Header command. Menu bar Main Toolbar Note list header Note list view Shortcut bar Note preview header Note preview Status bar Figure 41. Main Screen. 41

42 Desktop PC Features PhatNotes toolbars PhatNotes toolbars provide quick mouse access to many tools used in PhatNotes. To customize the contents of the toolbars, hide or display toolbars, or create new toolbars, use the Customize command from the Tools menu. (See figure 42.) Figure 42. Customize Dialogs. When dragging a toolbar, the rectangle is displayed indicating the position of the toolbar. Release the mouse button to move the toolbar to the displayed position. The main toolbar is shown in figure 43. The note editor toolbar is shown in figure 44. (See Working With the Notes Editor Section. ) New note Edit note Send mail Print Undo Find Note Find Next Note Quick Find box Filter Organize About Context Help Figure 43. Main Toolbar. Cut note Copy note Paste note Delete note Views New note Save Print Send mail Undo Find Statistics Previous note Next note Contextsensitive Help Delete Import Export text Figure 44. Note Editor toolbar. Copy text Paste text Create Link Attach files Spell Check Save note and close Close without saving Working with Notes Databases 42

43 Desktop PC Features PhatNotes supports multiple databases. When you run PhatNotes for the first time it will create a default empty database file called PhatNotes.wnt. The program keeps all databases in this file. By default, it is located in the My Documents folder (if you use Windows NT 4.0, it is located in your Personal folder). Database Management PhatNotes supports the following database management functionality: Creating a new notes database. To create a new notes database, choose File/Database/Create menu item. The Create Database dialog box will appear (see figure 45). Enter the desired database name and click OK. If a database with the same name already exists you will be asked to choose another name. If you want to assign a new database to a group, enter or select the desired group name. The new group name will appear in the shortcut bar (see figure 46). Note (Pro version only): PhatNotes does not synchronize empty databases, so when you create a new empty database on the desktop PC, it will not synchronize with the Smartphone until this new database contains at least one note. Figure 45. Create Database dialog box. Figure 46. Shortcut bar with new database group. Opening an existing notes database. To open an existing database, choose File/Database/Open menu item. The Open Database dialog box will appear (see figure 47). Select the desired database in the Available notes Databases list and click Open. You can also open a database by clicking on the desired database icon in the shortcut bar. 43

44 Desktop PC Features Figure 47. Open Database dialog box. Grouping notes databases. To assign an existing database to a group, choose the File/Database/Group menu item. The Group Databases dialog box will appear (see figure 48). Enter or select the desired database name and group name to assign the database to. To remove a database from a group, select <Unassigned>. Figure 48. Group Databases dialog box. Deleting a notes database. To delete a notes database, choose File/Database/Delete menu item. The Delete Database dialog will appear. Select the database you wish to delete and click Delete. PhatNotes will ask you to confirm this operation. Please note that the active database cannot be deleted. To delete the active database you should open another database using the File/Database/Open command first. Note: You cannot delete a database on the desktop PC while the Smartphone is connected and ActiveSync is running, because all databases are locked by the synchronization service. Before deleting a database, you must disconnect your Smartphone first. It is also recommended to delete the corresponding notes database on the Smartphone before synchronizing. 44

45 Desktop PC Features WARNING undone. We recommend that you make a complete backup of your database before you delete it, because this operation cannot be Emptying a notes database. To empty the active notes database, choose File/Database/Empty menu item. PhatNotes will ask you to confirm this operation. This operation is equal to deleting all notes from the Notes database. WARNING The Empty Database operation cannot be undone, therefore, we recommend making a complete backup of the database before proceeding. Copying notes between databases. To copy one or more selected notes to another database, choose File/Database/Copy Notes menu item. The Copy Notes dialog box will appear. If you want to move the selected notes instead of copying, check the Move Notes box. If you want to copy or move all notes from the current database to another one, check the All Notes box. Select the desired database from the To Database list and click OK. If you want to create a new database, click on the Create New button (see figure 49). Figure 49. Copy Notes dialog box. If the Enable Drag and Drop box is selected in the Options dialog, you can also move notes to another database by dragging the notes shown in the note list view, into another folder or database icon shown in the shortcut bar. To copy a note into another database, hold down the Ctrl key while dragging. Synchronizing notes databases (Pro version only). PhatNotes Smartphone Edition synchronizes multiple databases automatically. When you create a new database on the Smartphone or on the desktop PC, this database will be automatically added to the list. If ActiveSync is running it will be restarted automatically. Please note, however, that PhatNotes does not synchronize empty databases. Backing Up and Restoring the Notes Database With PhatNotes, you can backup one or more notes databases into a file. To backup one or more notes databases: 1. Choose the File/Database/Backup menu item. 2. The Backup Notes Wizard dialog will appear. 45

46 Desktop PC Features 3. In Step 1 of the Wizard, enter the file name you want to backup your notes database to, or click on the Browse button to select a file. 4. Click Next. 5. Step 2 of the Wizard allows you to enter the comment for your notes backup. You can also specify a password if you want your backup file to be password-protected. 6. Click Next. 7. In Step 3 of the Wizard, to backup all notes databases, choose the All Notes Databases option. To backup the selected databases, choose the Select Notes Databases option, and then select one or more databases you wish to backup from the list. 8. Click Next. 9. In Step 4 of the Wizard, you will see a progress dialog box while backup is in process. To stop the backup process before it finished, click the Cancel button in the Progress dialog box. 10. Click Finish. To restore one or more databases from the backup file: 1. Choose the File/Database/Restore menu item. 2. The Restore Notes Wizard dialog will appear. 3. In Step 1 of the Wizard, enter the file name you want to restore your notes database from, or click on the Browse button to select a file. 4. You can also check the Delete all current notes before restoring checkbox if you want to delete all notes databases before restoring. 5. Click Next. 6. Step 2 of the Wizard allows you to view the comment from your notes backup. You will need to specify your password if you previously backed up the file with a password. 7. Click Next. 8. In Step 3 of the Wizard, to restore all notes databases, choose the All Notes Databases option. To restore the selected databases, choose the Select Notes Databases option, and then select one or more databases you wish to restore from the list. 9. Click Next. 10. In Step 4 of the Wizard, you will see a progress dialog box while restoring is in process. To stop the restore process before it finished, click the Cancel button in the Progress dialog box. WARNING It is not recommended to cancel the restore procedure. Doing so may damage the data that is being restored. 46

47 Desktop PC Features Database Editing Commands To create a new note, either select the New Note item from the Edit menu, or use the Ctrl+N keyboard shortcut, or click on the New Note icon in the main toolbar. This will display the Note Editor dialog box. Each note can be provided with category, subject, color, and priority. Choose the predefined category from the list or enter a new category in the Category field, enter the subject into the Subject field and then enter the note text itself. Use the TAB key or Shift+TAB to jump between fields. Once you ve finished editing the note, click on the Save or OK button in the toolbar or select Save or OK in the File menu. See the Working with notes editor section for more information about editing notes. After creating the first note, you can see it appear in the note list in the Main Screen. To edit the note, double click on the note entry in the list, or select the desired note in the list using the up or down arrow keys and press Enter. You may want to create a similar note with some minor modifications. It is easy to do with PhatNotes. Select the note you want to create a copy of and choose the Edit/Create Copy menu item. It will create a copy of the selected note with the current creation and modification dates. It is also possible to transfer the note to other applications such as Microsoft Word. To do so, select the note you want to copy to another application and choose the Edit/Copy menu item. Run Word (or another application) and choose the Edit/Paste menu item. The note text will appear in the Word editor. You can use the Edit/Paste Special command to choose whether to paste with the formatting intact (RTF) or as plain text. You can also use drag and drop to transfer and copy notes (using the Ctrl key) between PhatNotes and other applications. To delete one or more unwanted notes from the database, select the note(s) you wish to delete and choose the Edit/Delete menu item. If you checked the Permanently Delete Notes box in the Options dialog box, PhatNotes will ask you to confirm the deletion. This operation cannot be undone! PhatNotes has a very important feature which protects your notes from unauthorized access. When you protect a note with a password, PhatNotes will encrypt the note body using the password you ve entered as an encryption key. The password itself will also be encrypted. To protect and encrypt a note: 1. Select one or more notes and choose the Edit/Protect menu item. The New Password dialog box will appear (see figure 50). Figure 50. New Password dialog box. 47

48 Desktop PC Features 2. Enter the desired password into the New Password and in the Confirm Password fields. 3. Click OK. Note: Remember your password. If you forget the password, you won t be able to read the password-protected note(s) again. View Statistics Information With PhatNotes, you can view statistics information about the specific note, such as creation, modification, notification date and time, number of words and characters, etc. To view the statistics information, choose the View/Statistics menu item. Sorting and Filtering Notes PhatNotes allows you to sort notes by creation and modification date, category, and subject in ascending or descending order. You can also change sort order and field, using the Options dialog box (see PhatNotes Settings section). To sort data by any of these fields, simply click on the note list header. The sort field name is shown in the Quick Find edit box in the toolbar. An arrow will also appear in the header of the selected sort field. The arrow will point up if the sort is ascending, and point down if the sort is descending. For example, if notes are arranged by the creation date, the Quick Find edit box will display <Created>, and an arrow will appear in the Created header. To change a sort order, you can click on the current sort header or choose the View/Sort Ascending or the View/Sort Descending menu items. The current sort field and sort order will automatically be saved when you quit PhatNotes. When you start the program again it will use the same sort and filter options. With PhatNotes you can filter notes using date range, text filter, and color filter. To filter notes by the date range, specific text, color, or priority: 1. Choose the Filter item from the Tools menu. The Filter dialog box will appear (see figure 51). 48

49 Desktop PC Features Figure 51. Filter dialog box. 2. Enter desired text into the Search for the Text box. 3. Select the field from the In Field list in which you wish to search for text. 4. For the case sensitive filter, uncheck the Ignore Case box. 5. If you want to use the regular expression search when filtering notes, check the Regular Expression box. For more information about the syntax of regular expressions, please see Appendix 4: Syntax of regular expressions. 6. To apply the date filter, check the Use Date Filter box (see figure 51). 7. Select the desired date range in the Dates list. You can also enter custom dates. To edit the custom dates range, select Custom Date in the Dates list and enter the starting and ending dates in the From and To boxes. The dates must be entered in the mm/dd/yy (or mm/dd/yyyy if the regional settings are set to a 4-digit year) format, or click on the drop-down arrow and use the calendar to edit the date range. The starting date must be less or equal to the ending date. (See Appendix 5 -- PhatNotes Y2K Information, for more information.) 8. To apply the color filter, check the Use Color Filter box (see figure 51). 9. Choose the desired color from the Colors drop down menu. 10. To apply the priority filter, check the Use Priority Filter box (see figure 51). 49

50 Desktop PC Features 11. Choose the desired priority (low, normal, or high) from the Priority drop down menu. 12. Click OK. The filter settings will be saved when you exit PhatNotes and will be used again when you run the program. Finding a Specific Note You can find a note that contains the specific characters or words in the notes database using the Find command. To find a note that contains a specific text in the current database: 1. Choose the Find item in the Edit menu or press Ctrl+F keys. The Find Note dialog box will appear (see figure 52). Figure 52. Find Note dialog box. 2. Enter the specific characters or word you wish to find in the Find What box. 3. Choose the field in which you want to find these characters or words in the Look In list. Choose <All Fields> to search in all database fields excluding password, creation, and modification dates. 4. For a case sensitive search, uncheck the Ignore Case box. 5. If you want to use the regular expression search, check the Regular Expression box. For more information about the syntax of regular expressions, please see Appendix 4: Syntax of regular expressions. 6. Click Find to find the characters or word. 7. Click Select All to select all notes that contain this text. PhatNotes will search for notes that contain the specified characters or words starting from the selected note. If the characters or words are found, that note or notes will be highlighted. To find the next note, choose the Edit/Find Next menu item or press Ctrl+J keys. If PhatNotes is unable to find a note, a warning message will be displayed. To find all notes which contain a specific text in all databases: 1. Choose the Find item in the Edit menu or press Ctrl+F keys. The Find Note dialog box will appear (see figure 52). 50

51 Desktop PC Features 2. Enter the specific characters or word you wish to find in the Find What box. 3. Choose the field in which you want to find these characters or words in the In Field list. Choose <All Fields> to search in all database fields excluding password, creation and modification dates. 4. Check the Search In All Databases box. 5. For a case sensitive search, check the Ignore Case box. 6. Click Find to find the characters or word. 7. The Found Records dialog box will appear with a list of all found notes (see figure 53). 8. To go to the specific note, double click on the desired note in this list or click on Go to Note. If the selected note is in another database, PhatNotes will open the required database. Figure 53. Found Records dialog box. To use a Quick Search: 1. If you are looking for a specific note, you can also use the Quick Find feature by pressing the Ctrl+Q keys or by clicking on the Quick Find box in the toolbar. 2. Type a few characters of the information represented in the sorted column (the Quick Find box in the toolbar indicates which column is being searched). 3. The note list scrolls to the entry that matches the character(s) you typed. For example, if the list is sorted by subject, category gat, and the list will scroll to Gateway 2002 order. Organizing Notes PhatNotes allows a user to organize notes by the following categories: Creation date Modification date Category 51

52 Desktop PC Features Color Priority To organize notes by the creation date, choose the Tools/Organize Notes/By Creation Date menu item. Figure 54. Organizes notes list. The Notes list view will change, so notes will be grouped by the creation date (see figure 54). You can expand/collapse each group by clicking on the [+] button, or by double-clicking on the group header, or by pressing Enter key when the desired group title is selected. Each group title displays the category name and amount of notes in the group. Notes list view has a similar look when organized by modification date, category, or color. To organize notes by the modification date, choose the Tools /Organize Notes/By Modification Date menu item. To organize notes by the category, choose the Tools /Organize Notes/By Category menu item. To organize notes by the color, choose the Tools /Organize Notes/By Color menu item. To organize notes by the priority, choose the Tools /Organize Notes/By Priority menu item. To collapse all the notes groups, choose the Tools /Organize Notes/Collapse All menu item. To expand all the notes groups, choose the Tools /Organize Notes/Expand All menu item. 52

53 Desktop PC Features To return to the regular notes view, choose the Tools /Organize Notes/Disable menu item. While notes are organized by one of the categories listed above, you can still sort notes by any field and apply text, date, color, and/or priority filters. Working with the Note Editor The note editor is used to create a new note or edit an existing note. To create a new note, simply click the New Note button in the main toolbar or click New Note from the Edit menu. To edit an existing note, double click on the desired note in the note list or select the desired note and press Enter. The note editor screen will be displayed (see figure 55). Figure 55. Note editor screen. When creating a new note, enter the note s category (or select category from the list) into the Category field, enter note s subject into the Subject field and enter text into the Note Body field. You must enter text into the note body or the subject fields; otherwise a new note cannot be created. If the subject field is empty, the first line of text (up to 128 characters) will be automatically copied into the subject field when a new note is created. If the note field is empty, the entire subject will be copied into the note field when a new note is created. 53

54 Desktop PC Features The note editor provides standard editor functionality such as Delete, Cut, Copy, and Paste text. It also supports drag and drop and basic text formatting features. These commands are applied to the note field only. To cut text so you can move it to another location, select the text, then on the Edit menu, choose Cut or click the Cut button in the toolbar. To copy text so you can paste a copy in another location, select the text, then on the Edit menu, choose Copy or click the Copy button in the toolbar. You can copy selected text by holding down the Ctrl key before dragging and dropping. To paste text you have cut or copied, place the insertion point where you want to paste the text, then on the Edit menu, choose Paste or click the Paste button in the toolbar. To enter a TAB character, press the TAB key. To change a note color, select the desired color from the Edit/Color menu or use the Color drop down menu next to the Subject box (see figure 55). The color of the note s icon will be changed accordingly. To change a note priority, select the desired priority from the Edit/Priority menu or use the Priority drop down menu next to the Color box (see figure 55). A priority can be low, normal, or high. You can also undo the last editing operation by choosing the Undo item from the Edit menu or by clicking on the Undo button in the toolbar. Finding and replacing text With the note editor you can search for specific text. To find specific characters or words: 1. Choose the Find item from the Edit menu. The Find dialog box will appear (see figure 56). Figure 56. Find dialog box. 2. In the Find What box, type the characters or words you want to find. Check the Match Case box for a case sensitive search. Check the Match whole word only box to find only whole words and not text that is inside longer words. 3. Click Find Next. To replace specific characters or words with other characters or words: 1. Choose the Replace item from the Edit menu. The Replace dialog box will appear (see figure 57) 54

55 Desktop PC Features Figure 57. Replace dialog box. 2. In the Find What box, type the characters or words you want to find. Check the Match Case box for a case sensitive search. Check the Match whole word only box to find only whole words and not text that is inside longer words. 3. In the Replace with box, type the characters or word you want to replace the found text with, or leave it blank to delete found characters or words. 4. Click Find Next. 5. When the specific text you re searching for is found it will be selected. 6. Click Replace to replace the text found, click Find Next to find the next occurrence of this text, or click Replace All to replace all occurrences of this text; otherwise click Cancel to close the dialog box. Importing and exporting text files The import and export functions can be used to transfer a note s text between PhatNotes and other applications. You can import (export) files in Plain Text, Unicode Text, and Rich Text formats. To import a text file into the note box: 1. Choose the Import item from the File menu. The Standard File Open dialog box will appear. 2. Select the desired file name in the browse window. 3. Click OK. WARNING To export the note as a text file: All text in the note field will be replaced with the imported text. PhatNotes cannot import files larger than 32K. 1. Choose the Export item from the File menu. The Standard File Save As dialog box will appear. 2. Enter the desired file name into the name box. 3. Select the file category for the file you are saving. 4. Click Save. 55

56 Desktop PC Features Protecting Notes with a Password With PhatNotes you can protect notes from unwanted access with a password. The protected note(s) are encrypted using the password as a protection key. The password itself is encrypted as well. To protect notes with a password: 1. Choose the File/Protect menu item. The New Password dialog box will appear. 2. Enter the desired password into the New Password box. 3. Enter the same password into the Confirm Password box for confirmation. 4. Click OK. Note: You can protect one or more notes at a time by going to the Main Screen, highlighting the notes you want to protect, then performing the above procedures. To change a password: 1. Choose the File/Unprotect Note menu item. 2. Choose the File/Protect menu item. The New Password dialog box will appear. 3. Enter a new password into the New Password box. 4. Enter the same password into the Confirm Password box for confirmation. 5. Click OK. Note: You can unprotect only one note at a time from the Main Screen. To do so, highlight the note you want to unprotect, choose the File/Protect menu item, enter the password into the Old Password box and leave the New Password and Confirm Password fields blank. Remember your password. If you forget the password you won t be able to read the passwordprotected note(s) again. Sending Messages from PhatNotes The notes editor allows you to send messages directly from PhatNotes. You can a single note from the Note Editor. You also can send unlimited notes as attachments in a single , using the File/Send Mail command in the Main Menu. First, set up your options by running the wizard using the main menu s Tools/ Options item. You can send using Microsoft Exchange Client (if you have Outlook 97 or later installed) or built-in SMTP client. You must have access to an SMTP server to be able to use PhatNotes SMTP client. You can also choose to send notes as an attachment. You can also use this Wizard to import or export a PhatNotes address book. If you don't want to use capability, you may disable support. To send the note as an message: 1. Choose the Send Mail item from the File menu. The Send Mail dialog will appear (see figure 58 and 59). Note: The attachment window will be grayed out if this option was not selected. 56

57 Desktop PC Features Figure 58. SMTP Send Mail dialog box. Figure 59. Outlook Send Mail dialog box. You can send more than one note at a time as multiple attachments from the Main Screen. To do so, highlight the notes you want to send, and then choose the File/Send Mail menu item (see figure 60). 57

58 Desktop PC Features Figure 60. SMTP Send Mail dialog box (with attachments). 2. Enter the desired address into the To box. PhatNotes provides a quick access to addresses stored in the contacts database. Click the or button to view the list of names and addresses stored in the contacts database. The Addresses dialog box will appear (see figure 61). Figure 61. Choose Address dialog box. 3. Select the desired address from the list and click OK. The address will appear in the To box 4. If you want to CC and BCC the same message, enter addresses into CC and BCC boxes. 58

59 Desktop PC Features 5. Click Send. Note: The Rich Text option will have no effect if notes are stored in the database as plain text. See PhatNotes Settings section for more information. The message will be sent immediately. Inserting Current Date and Time To insert the current date and time into the body text, choose the Date & Time item from the Insert menu. The current date and time will be inserted at the current cursor location. Date and time is formatted using regional settings. To change the date and time format, use the Regional Settings Properties dialog box in the Windows Control Panel. Inserting Notifications To insert a user notification: 1. Choose the Notification item from the Insert menu. The Notification dialog box will appear (see figure 62) Figure 62. Notification dialog box. 2. Enter the desired date and time into On and At fields. The default notification time and date can be changed using the Options dialog box. See the New Note Settings section for more information. 3. Select when to repeat the notification from the drop-down menu. 4. Enter notification text into the Message field. The note s subject appears in this field automatically. 5. Click the Options button to modify notification options, such as type of sound, message, and flashing icon, and when to run the notification utility. (See the PhatNotes Notification Utility section for more information.) 6. Click OK. A note that contains a notification will be marked with a bell icon in the Main Screen until the notification goes off. 59

60 Desktop PC Features Once it goes off, the PhatNotes Notification Dialog may appear (see the Once Notification Occurs section). To remove the notification, click the Remove button in the Notification dialog box. Note: Only one notification can be associated per note. Spell Checker Interface To check spelling: 1. Choose the Check Spelling item from the Spelling menu in the Note Editor or click the Check Spelling button on the toolbar. If no spelling errors are found The spell check is complete message will be displayed. When spell checker finds a possible error, the Check Word dialog box will appear. 2. Select the correct word from the suggestion list (if any) and click Replace or Replace All to correct the error. You also can type in the replacement if no appropriate suggestions are found. 3. Click Ignore or Ignore All to ignore the possible error. 4. Click Add to add a new word to the user-defined dictionary. 5. Click Suggest to update the suggestion list. Note: If you receive the following message: Couldn t initialize the English dictionary <filename>. Use Spell Checker Options dialog box to find the location of the dictionary. use the Spell Checker Options dialog box to point to the location of the dictionary. To change spell checker options: 1. Choose the Options item from the Spelling menu. The Options dialog box will appear (see figure 63). 60

61 Desktop PC Features Figure 63. Spell Checker Options dialog box. 2. Check the Always suggest corrections box to automatically update a suggestion list in the Check Word dialog box. 3. Check the Ignore words in UPPERCASE box to ignore words in uppercase during a spelling check. 4. Check the Ignore Internet and file addresses box to automatically ignore Internet addresses, file names and electronic mail addresses during a spelling check. For example, check this box to ignore internet and addresses such as during a spelling check. 5. Check the Ignore words with number box to ignore words that contain numbers during a spelling check. 6. Check the Ignore roman numbers box to ignore Roman number such as ii, iv, xii, IV, XIV, etc. 7. Check the Always check entire document box if you want to spell check the entire note, regardless of where the spell check was started. If unchecked, and the cursor was not at the beginning of the note, once the spellchecker reaches the end of the document, a dialog will appear asking if you want to continue the spell check from the beginning of the document. 8. You can also modify the location of the main English and User dictionaries by editing the file names in the English dictionary and User dictionary boxes. To browse the location of another dictionary, click on the dictionary. 9. Click OK when finished editing the spell checker options. button next to the appropriate 61

62 Desktop PC Features Formatting Text To change a font type, style, or size: 1. Select the text whose format you want to change. 2. Choose the Font item from the Format menu or use the Alt+T keyboard shortcut. The Font dialog box will appear (see figure 64). Figure 64. Font dialog box. 3. Select the font you like from the Font list or enter the font name into the font box. 4. Select the font size you like from the Size list. 5. Choose the font style by selecting the font from the Font Style list and checking the Strikeout and/or Underline boxes. 6. Choose the desired color from the Color drop-down menu. 7. Click OK You can specify the font for new text by changing the font settings before you begin to type. You can also change the settings described above (with the exception of Strikeout) directly from the Notes Editor Format Bar (see figure 65). 62

63 Desktop PC Features Format Bar Figure 65. Format Bar. You can change the font for an entire document by clicking the Edit menu and then clicking Select All before clicking Font from the Format menu. To format a paragraph: 1. Click anywhere in the paragraph you want to format. 2. Choose the Paragraph item from the Format menu or use the Alt+P keyboard shortcut. The Paragraph dialog box will appear (see figure 66). Figure 66. Paragraph dialog box. 3. Enter the indentation (in inches) and alignment options you want. 4. Choose the paragraph s style in the Style group. 5. Click OK. You can define paragraph formatting for a new document by changing the format options before you begin to type. To set or remove tab stops in paragraphs: 1. Select the paragraphs in which you want to set tab stops. 2. Choose the Tabs item from the Format menu or use the Ctrl+T keyboard shortcut. The Tabs dialog box will appear (see figure 67). 63

64 Desktop PC Features Figure 67. Tabs dialog box. 3. To set a tab stop, type the measurement (in inches) for a new tab stop in the Tab Stop Position window, and then click Set. 4. To delete a tab stop, click it in the list, and then click Clear. 5. To delete all tab stops in the selected paragraph, click Clear All. 6. Click OK. Window Manager PhatNotes Window Manager allows quick switching between multiple Note Editor windows and arranging them as overlapping titles. The Window menu in the Note Editor window contains the following items: Close Close All Next Previous Cascade Closes the current Note Editor window. The same as the File/Cancel menu command. Closes all currently opened Note Editor windows. If one or more notes were modified, you will be prompted to save or ignore the changes. Activates the next Note Editor window. If the window is minimized it will be restored to its original size. Activates the previous Note Editor window. If the window is minimized it will be restored to its original size. Arranges the Note Editor windows as overlapped titles. Printing With PhatNotes you can print one or more selected notes from the note list, or a single note from the note editor. 1. Select one or more notes you wish to print (if in the note list) and choose the Print item from the File menu or click on the Print button. The Print dialog box will appear (see figure 68). 64

65 Desktop PC Features Figure 68. Print dialog box. 2. Select the printer settings as normal. 3. Click OK. While printing, the Abort Printing dialog box will be displayed. If you want to cancel before printing is finished, click Cancel or press the Escape key. It could take a few seconds to abort printing. Note: Password-protected notes will not print from the main menu for security reasons. To print password-protected notes, use the print command inside the note editor. Attachments and Notes Linking PhatNotes allows a user to attach a shortcut to any file and to other notes. Inserting attachments To attach a file to a note: 1. Highlight a note from the note list or open the note. 2. Click on the Attach Files icon or select Files -> Attach from the Insert menu. (see figure 69). 65

66 Desktop PC Features Figure 69. Attach File dialog box. 3. Select the file you want the note to link to. You are also able to link multiple files at once using the Ctrl or Shift key while selecting. 4. Select from one of the three options at the bottom of the screen. Create a refererence to the original file(s) creates a link to the files, without moving or effecting the original files in any way. Copy or Move file(s) to PhatNotes attachments folder copies or moves the files to the My Documents/PhatNotes Files folder. 5. In the Note Preview pane of the Main Screen, the Attach Files icon will become active (not grayed out). In the Note Editor Screen, the attached files will appear in the bottom pane (see figure 70). 66

67 Desktop PC Features Figure 70. Attached files. 6. To open an attached file, click on the arrow next to the Attach Files icon or select Files from the Insert menu. The list of linked files will appear. 7. Click on the file you want to open. The file will open in its associated application. 8. To Detach an attached file, click on the arrow next to the Attach Files icon or select Files -> Detach from the Insert menu. The list of linked files will appear in the Detach File window (see figure 71). 67

68 Desktop PC Features Figure 71. Detach File Window. 9. Click on the file you want to detach. You can also permanently delete the selected files. 10. Alternately, you can attach additional files or detach files by right-clicking on an attached file in the bottom pane of the Note Editor window. Linking to other notes To insert a link to another note: 1. Highlight a note from the note list or open the note. 2. Click on the Create Link icon or select Links -> Create from the Insert menu. (see figure 72). 3. The Link Notes window appears. From the Notes List, select the note you want the note to link to. You are also able to link multiple notes at once using the Ctrl or Shift key while selecting. Click on the Link button in the Link Notes window. Figure 72. Link Notes Window. 4. In the Note Preview pane of the Main Screen, the Create Link icon will become active (not grayed out). In the Note Editor Screen, the linked notes will appear in the bottom pane. 5. To go to a linked note, click on the arrow next to the Create Link icon or select Links from the Insert menu. The list of linked notes will appear. 68

69 Desktop PC Features 6. Click on the note you want to go to. If in the note editor, the linked note will appear in the Note Editor window. If in the Main Window, the linked note will be highlighted in the Notes List and Note Preview panes. 7. To Edit a linked note, click on the arrow next to the Create Link icon or select Links -> Edit from the Insert menu. A hierarchical list of linked notes will appear in the Links. 8. From this window, you can: Select a linked note and view all its links using the View Links button (if this window was open from the Main Screen). View the selected note in the Note Preview pane using the View Note button (if this window was open from the Main Screen). Create another link using the Create Link button Open the selected note in the Note Editor window using the Edit Note button. Detach the selected link using the Delete Link button. 9. Alternately, you can link additional notes or edit linked notes by right-clicking on a linked note in the bottom pane of the Note Editor window. Importing and Exporting Notes PhatNotes allows importing and exporting the entire notes database or selected notes from the notes list as a text file. Tab Separated Values (TXT) and Comma Separated Values (CSV) formats are currently supported. Using the File -> Import & Export menu command wizard from the Main Menu, it is possible to transfer data between PhatNotes and other applications. To import notes from a file using TXT and CSV formats: 1. From the Wizard, choose either the Import from Tab Separated Values File (TXT) or Import from Comma Separated Values File (CSV) format, and click Next (see figure 73). 69

70 Desktop PC Features Figure 73. Import and Export Wizard dialog box. 2. The Import From File dialog box will appear. Type or select the desired file name and click Next. Figure 74. Import From File dialog box. 3. In the next window you can also change the following import options: Select Allow Duplicate Items to be Created box to create duplicate items, even if a matching record already exists. 70

71 Desktop PC Features Select Replace Duplicate Items with Imported box to replace duplicate items. Select Do Not Import Duplicate Items box to leave the duplicate items in the notes database untouched. This will not allow the import of the current note. Note: When checking for duplicate items, PhatNotes uses the Note Body field only. Select the Date format which will be used to decode the text date when importing data from the text file. If the Autodetect option is selected (default), PhatNotes will try to decode the date by trying different date formats in the order they appear in this drop-down menu. Check Skip First (Header) Record to skip the very first record in the imported file. This record usually contains field names. Figure 75. Import Options dialog box. Click Next. 4. The Automatic field mapping pane shows how each field in a file will be mapped to in PhatNotes. 71

72 Desktop PC Features Figure 76. Import Filed Mapping dialog box. Click on Custom mapping to change these mappings. To map fields: 1. Click Clear map to clear the current map list. 2. Click Default map to create a default map list, if possible. -or - 3. Select a field name in the File fields list and a field name in the Notes fields list and click Map fields. The File Field selected will now show under the Mapped to heading. 4. When done with your selections, click OK. 5. Click on Finish to Import the selected file. 72

73 Desktop PC Features Figure 77. Map Custom Files dialog box. To import notes from a Microsoft Outlook file: 1. From the Wizard, choose Import from Microsoft Outlook, and click Next (see figure 78). Figure 78. Import From Outlook dialog box. 2. Select the folder you want to import into PhatNotes. Click Next. 73

74 Desktop PC Features Figure 79. Import From Outlook dialog box. 3. Select how you want to deal with duplicate items. Click Finish. The items will now appear in PhatNotes. To export notes into a file using TXT and CSV formats: 1. From the Wizard, choose either the Export from Tab Separated Values File (TXT) or Export to Comma Separated Values File (CSV) format, and click Next (see figure 80). 74

75 Desktop PC Features Figure 80. Export To File dialog box. 2. The Export to File dialog box will appear. Type or select the desired file name and click Next. Figure 81. Export To File dialog box. 3. Check the Export field name(s) in the first record box to put the field names in the first record. If left unchecked, the field names are not exported to the file. 4. Check the Export selected notes only box to export selected notes only. If left unchecked, ALL the notes in the selected database are exported. 75

76 Desktop PC Features 5. Check the Export protected notes box to export protected notes. If left unchecked, and you attempt to export a protected note, a blank notes file will be created. If checked, and you attempt to export a protected note, PhatNotes will ask you for the password. 6. After making all you choices, click Finish. To export notes into Microsoft Outlook: 1. From the Wizard, choose Export to Microsoft Outlook, and click Next (see figure 82). Figure 82. Export To Outlook dialog box. 2. Select the folder you want to export PhatNotes into. Click Next. 76

77 Desktop PC Features Figure 83. Export To Outlook dialog box. 3. Select how you want to deal with duplicate items. 4. Choose the size and position of the window Outlook will use to display your exported notes. 5. Check the Export selected notes only box to export selected notes only. If left unchecked, ALL the notes in the selected database are exported. 6. Check the Export protected notes box to export protected notes. If left unchecked, and you attempt to export a protected note, a blank notes file will be created. If checked, and you attempt to export a protected note, PhatNotes will ask you for the password. 7. Click Finish. The notes will now appear in Outlook. To export notes to HTML The Import and Export Wizard allows exporting a Notes database into a set of HTML files. 1. From the Wizard, choose Export to HTML File, and click Next (see figure 84). 77

78 Desktop PC Features Figure 84. Export To HTML dialog box. 2. Select an HTML template. Templates are HTML files that use some PhatNotes-specific tags to specify how the Wizard should format the notes data. Some tags are used as placeholders for the exported notes properties; other tags create the navigation links and control how the Wizard generates and references Table of Contents files. The detailed description of the template tags in Appendix 4. Click on Preview to see how the template looks in a web browser. After a template is selected, click on Next. Figure 85. Export To HTML dialog box. 78

79 Desktop PC Features 3. Specify the destination directory where the generated HTML files will be stored, and configure the rules to make files names. The following options are available: Use time stamp to generate file names if this option is selected the Wizard is using the current date and time to generate the unique file names. The file names will have the following format: [prefix]_ddmmyy_hhmmss_page[n].[extension] where prefix is the text in the HTML file prefix box and extension is either htm or html, depending on the selection in the HTML file extension drop-down list. If this option is not selected, the format will be [prefix]_page[n].[extension]. Overwrite existing files this option is available only if the time stamp is not used to generate the names. If this option is selected the page numbers always start with 1 and any existing files with the matching names will be overwritten. If this option is not selected the Wizard checks the existing files and uses the first available number for the first page it generates. Write XXX notes per page this field specifies the number of notes each HTML file should have. By default this field shows the number of notes specified in the selected template (see the description of the PhatNotes Number tag in the Appendix), or if this tag is not present, the number used during the last session. 4. Click Next Figure 86. Export To HTML dialog box. 5. The Export Options group of check-boxes that appear on the next page of the wizard allow the control of the following parameters: Export selected notes only if checked, the Wizard exports only the selected notes; otherwise all the notes from the current database are exported. Export protected notes if checked, the Wizard exports the protected notes; otherwise the protected notes are ignored. When exporting a protected note, a dialog box appears prompting the user to enter a password for the note. 79

80 Desktop PC Features Convert formatted notes to plain text if checked, all existing formatting of the notes text is ignored. 6. Click Finish. PhatNotes Notification Utility PhatNotes Notification Utility is a program which handles user notifications (reminders). This program must be running to process user notification. You can choose to run this program when Windows boots, only while PhatNotes is running, or start it manually. Depending of the options, when notification goes off, the PhatNotes Notification dialog box can be displayed, a sound can be played, a bell icon in the tray bar can be animated, and PhatNotes can be launched. Notification Options You can set and change the notification options two ways: 1. While in the Note Editor, choose the Notification item from the Insert menu. The Notification dialog box will appear. Click on the Options button. The Notification Options dialog appears (see figure 87). - or - 1. If the Notes Notification bell icon is visible from the tray on the Windows Taskbar, double click on it to bring up the Notification Options dialog. Figure 87. PhatNotes Notification Options dialog box. 2. The options you select will determine how you will be notified, once a notification goes off for any note that contains a notification 3. Click on the Advanced button to select when to run the Notifications Utility (see figure 88). 80

81 Desktop PC Features Figure 88. Advanced Notification Options dialog box. See the New Notes Settings section for setting default options. Once notification occurs Once a notification goes off for any note that contains a notification, the PhatNotes Notification dialog will appear, unless the Interrupt me with a message box in the Notification Options dialog box is not checked (see Figure 89). If specified, the Notification icon will flash in the Windows taskbar and alarm will sound. Figure 89. PhatNotes Notification dialog box. 1. Click the Snooze button to display the notification again to the amount of time you select in the drop-down window has passed. 2. Click the View Note button to close the dialog box and go to the note that is assigned to this notification. PhatNotes Settings You can customize the PhatNotes view and the default settings by changing various parameters in the Options dialog box. To display the Options dialog box, choose Tools/Options command in the main menu. The Options dialog box contains six property sheets: General, New Note, View Columns, Sort Notes, Autobackup, and Outlook Logon. 81

82 Desktop PC Features General Options Figure 90. Options dialog box: General property sheet. 1. Switch to the General property sheet (see figure 90). 2. Check the Hide default categories box to remove the default document categories in the note editor s drop-down category list. If default categories are hidden, only categories that are used in the notes database will appear in the list. 3. Check the Show date and time box to show the time along with the date in the Created and Modified columns in the note list. 4. Check the Enable tooltips in the list view box if you want to show the details view cell data as a tooltip when the data does not fit the cell size. 5. Check the Single-click to open note box if you want to open notes for viewing or editing with a single mouse click in the Main Screen. 6. Check the Enable drag and drop box to enable Drag and Drop operations. 7. Check the Lock record while editing box to lock the note in the database while open in Note Editor, so another application cannot modify the note. 8. Check the Move to deleted items folder if you want the deleted notes to be moved to the Deleted Items Folder. 9. Check the Permanently delete notes option to delete notes permanently rather than moving them to the Delete Items Folder. If the option is selected, the Delete command cannot be undone. 10. Check the Enable text formatting box to be able to create formatted notes. See the Formatting Text section for more information. If this option is checked, all notes are stored in the database in RTF format. 11. If Enable text formatting box is not checked, you can check the Store notes as plain text box. In this case, any formatted notes (RTF) will be converted to plain text. 82

83 Desktop PC Features New Note Settings Figure 91. Options dialog box: New Note property sheet. 1. Switch to the New Note property sheet (see figure 91). 2. Use the Default notification time group to specify the default notification time. This time can be changed later when inserting a Notification. See the Inserting Notification section for more information. To set the default time offset for the notification, select Notify in and choose a time offset from the drop down menu below. To set the default notification time of the day, select Notify at and enter the time in the box below. To change the notification options, click on the Notification options button. (See the PhatNotes Notification Utility section for more information.) 3. Use the When creating a new note use group to specify the default color, category, and priority that will be used when a new note is created. Select the default note's color from the Color drop down menu. Check the Use filter color box to use the current filter color instead. This option will work only if the color filter is used at the time a new note is created. See the Sorting and Filtering Notes section for more information. Select the default note's category from the Category drop down menu. Check the Use filter category box to use the current filter category instead. This option will work only if the category filter is used at the time a new note is created. See the Sorting and Filtering Notes section for more information. Select the default note's priority from the Priority drop down menu. Check the Use filter priority box to use the current filter s priority instead. This option will work only if the priority filter is used at the time a new note is created. See the Sorting and Filtering Notes section for more information. 4. Click on the Font button to set the default font for a new note. 83

84 Desktop PC Features View Columns Figure 92. Options dialog box: View Columns property sheet. 1. To choose which columns to display in the notes list and in what order, switch to the View columns property sheet of the Options dialog box (see figure 92). 2. To add a column to the view list, select the desired column from the Available column list and press the >> button. 3. To remove a column from the view list, select the desired column in the View columns list and press the << button. 4. To change the column order, select the column in the View columns list and press Move up or Move down button. 84

85 Desktop PC Features Sort Notes Figure 93. Options dialog box: Sort Notes property sheet. 1. To change the columns sort order, switch to the Sort notes property sheet of the Options dialog box (see figure 93). The Sort notes property sheet can be also used to sort by hidden columns. 2. To sort notes by a specific field, select the desired column from the Available columns list and press the >> button. 3. To remove a column from the Sort Order list, select the desired column in the Sort order list and press the << button. 4. The order of columns in the Sort order list defines the order in which the columns are used for sorting. To change the order use the Up/Down buttons. Note: You can also sort by clicking on the desired column s header in the list view. See the Sorting and Filtering Notes section for more information. 85

86 Desktop PC Features Autobackup Figure 94. Options dialog box: Autobackup property sheet. Use this page to configure Autobackup settings. 1. Switch to the Autobackup property sheet (see figure 94). 2. To enable autobackup, check the Automatically backup all notes databases checkbox. Select the frequency of the backups from the drop-down menu. Type or browse for the filename of the backup file. 3. If you do not want automatic backups, but want to be reminded to backup your notes every 10 days, check the Remind me to make backups frequently checkbox. The backup message will not appear if autobackup is enabled. 86

87 Desktop PC Features Outlook Logon Figure 95. Options dialog box: Outlook Logon property sheet. Use this page to choose a user logon profile to access Microsoft Outlook personal folders. This profile is used to access personal folders when performing an import or an export operation. It may be useful if you have more than one user profile with different folders and settings. 1. Switch to the Outlook Logon property sheet (see figure 95). 2. Select the Use the default Outlook profile to logon option to use the default Outlook logon profile to access Outlook personal folders when importing or exporting notes. 3. Select the Always prompt for Outlook profile to logon option to be able to choose a logon profile every time when accessing Outlook personal folders. (You must have more then one Outlook logon profile). 4. Select the Use the following Outlook profile to logon to choose a logon profile that will be used every time when you access Outlook personal folders. If this option is selected, you then choose a logon profile in the Profile name box to access Outlook personal folders. You will need to enter the password for the selected logon profile, if any. Additional View Options To view or hide the toolbar, status bar, and/or shortcut bar, check the appropriate item from the View menu. To view or hide the note preview, use the Note Preview item from the View menu. Enabling the Note Preview shows the entire note in view-only mode. All settings, including column width, font name and size, etc., will be saved when you quit PhatNotes, and will be used when you run the program again. 87